Senior Executive Assistant – Diary & Planning Management

This is a fully remote position, open to applicants in Belgium.

📋 Description

• Assist the CEO Office of the Meliore Foundation, providing support to the CEO and Chief of Staff.

• Take charge of managing the CEO and Chief of Staff’s calendars, prioritizing tasks, resolving scheduling conflicts, and anticipating their needs.

• Organize and coordinate meetings across various time zones, ensuring that agendas, materials, and pre-reads are prepared in advance.

• Facilitate weekly diary reviews and look-ahead sessions.

• Oversee the CEO Office inbox, track follow-ups, ensure timely responses, and draft replies as necessary.

• Maintain an annual planner that includes internal and external events, industry milestones, and travel obligations.

• Plan and orchestrate complex international travel, strategic agendas, stakeholder meetings, and briefing materials.

• Monitor annual travel plans to identify opportunities for stakeholder meetings and events.

• Prepare and distribute meeting briefs while collecting input from stakeholders.

• Ensure that the CEO and Chief of Staff are thoroughly equipped for calls and meetings.

• Adapt to changing schedules while maintaining clear meeting objectives and priorities.

• Coordinate the work portfolio, systems, processes, tools, priorities, and action items for the CEO and Chief of Staff.

• Provide support for research, content development, stakeholder outreach, meeting preparation, and follow-up.

• Track priorities and issues, incorporating them into the CEO’s strategic plan.

• Manage stakeholder engagement and records in HubSpot.

• Facilitate information sharing and knowledge exchange with senior leadership throughout Meliore.

• Collaborate with the Governance Coordination team on Board requests.

• Assist in engaging with other Meliore programs.

• Maintain systems for managing invitations.

• Coordinate the flow of information and actions that support the CEO’s priorities.

• Provide administrative and logistical assistance for internal projects and events.

• Offer strategic cross-coverage and operational resilience during absences or periods of high workload.

⛳️ Requirements

• Extensive proven experience in a similar position, supporting a busy principal, with advanced skills in meeting coordination and stakeholder management.

• Exceptional planning, project management, prioritization, and time management abilities.

• Flexibility to effectively respond to shifting requests.

• Capacity to work independently under time constraints with a proactive and hands-on approach.

• Creative problem-solving skills while being mindful of slower-moving tasks.

• Ability to convert strategy and ideas into concrete objectives, tasks, and action items.

• Outstanding attention to detail, diligence, and reliability.

• Capability to become a super-user of Slack and Google Workspace.

• Knowledge of HubSpot is advantageous.

• Proficiency in written and spoken English; additional languages are beneficial.

• High-quality writing skills.

• Discreet with confidential information and tactful with colleagues.

• Ability to collaborate generously with colleagues across a high-trust global community and various time zones.

• Genuine interest in the mission and values of the Meliore Foundation, with a commitment to an inclusive and empowering approach to tackling climate change.

• Only candidates with the legal right to work in their location will be considered.

🏝️ Benefits

• Join a remote-first, international network of professionals focused on climate, energy, and nature, collaborating with dynamic, culturally diverse individuals who combine their passion for making a difference with a results-oriented work ethic.

• Enjoy 6 offline days (without calls or meetings) each year to concentrate on your work.

• Benefit from reduced working hours on Fridays during the Dry Season (summer).

• Access our employee assistance program to support your mental health and personal development.

• Receive supplementary paid time off for business closure during the end-of-year holidays.

• Maternity leave matched to 20 weeks for countries with regulations that allow for less.

• Take advantage of regular opportunities to connect and collaborate with colleagues globally.

• Full-time position with an employment or consultant contract, depending on location, for 12 months, with the potential for renewal after one year.

• Some international travel will be necessary.

• We may be able to provide co-working spaces in certain locations.